MODERNIZING YOUR WORKPLACE WITH THE NEW OFFICE

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© 2013 Microsoft Corporation. All rights reserved.
MODERNIZING YOUR WORKPLACE WITH THE NEW OFFICE

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Introduction
The past decade has witnessed widespread changes to how and where people work.
The internet, fueled by increasing bandwidth and wireless technologies, has brought the notion of anywhere work and productivity to life; with the advent of social networking and the Cloud, it has also ignit- ed disruptive new ways of connecting and communicating.
According to a report by Goldman Sachs, while PCs represented most of the 139m devices sold in 2000, they now represent 29% of all internet connected devices, of which 1.2bn were shipped in 20122.
New device categories are enabling information workers to become increasingly mobile. Gartner estimates that 40 percent of the workforce will be mobile by 2016, with tablets being the key accelerator to that mobility3.
By combining the use of PCs, smartphones and tablets, with increased internet connec-
2 “Clash of the titans” Goldman Sachs, 2012 - http://www.technologyinvestor.com/wp- content/uploads/2012/12/AAPL-by-Goldman- Sachs.pdf
3 http://techcrunch.com/2012/11/06/gartner-1-2- billion-smartphones-tablets-to-be-bought-worldwide- in-2013-821million-this-year-70-of-total-device-sales/
tivity, bandwidth and the Cloud, people are able to work more flexibly than ever before.
Social networks enable people to find expertise quickly and to connect and work with each other with more ease and effectiveness than ever before.
People expect to be able to access their content from anywhere. They expect to be able to easily share it. They expect to be able to connect and work with each other quickly and effectively.
The new Office has been designed for this great new world of devices and cloud – empowering users to work from where and with the device of their choice.
The new Office enables IT to provision a well-managed service that delivers the familiarity of the consumer experience, with enterprise-grade security and manageability.
With the new Office employees can bring their own devices to work while IT main- tains manageability, security and control.
Disruptive innovation in the consumer technology market has reshaped people’s expectations and their workplace.
A new Office is required.

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“We felt like productivity was some- times limited because employees had to return to their office desktop computers to check email and get work done.”
– Stefan van Eijden, IT Infrastructure Manager, Hamburg Port Authority
Prevailing Trends
The new Office was defined in response to three prevailing workplace trends: the use of new devices, changes in the way people live and work, and revolutionary developments in cloud- computing.
According to a February 2012 Forrester Re- search study, there will be 1 billion smartphone customers by 2016, with 257 million smartphones and 126 million tablets in the US alone. Of those 1 billion smartphone customers, 350M of those will be employees using smartphones at work.4
This explosion in the proliferation of devices is in stark contrast to the device policies to which many organizations have become
4 Forrester, February 2012
accustomed. For many businesses, the notion of several users sharing PC hot-desks is, if not still a reality, only a recent memory.
For many IT departments, the challenges of managing their existing devices continue to drain valuable resources.
New deployment and management technologies will be vital to ensuring that IT has the capacity to manage the addition of further devices – be they smartphones, tablets or PCs.
Corporate IT will need solutions that enable them to ensure the security of information being accessed by these devices.
There will be increased need for tools that ensure information is not leaked and that devices connecting to corporate resources do not compromise security by introducing malware and other threats.
DEVICES
PEOPLE
CLOUD

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According to the AARP, for the first time in modern history, workplace demographics now span 4 generations.6 For many businesses, this results in a melting pot of work styles, practices and behaviors.
Many younger workers have grown up with information technology integrated into their lifestyle. For most of these “digital natives”7, to use technology in facilitation of a task or project is entirely natural. To not do so would be entirely unnatural.
In the US, an average 2013 college graduate would have been starting kindergarten around the time Microsoft Office 97 was launched. Those same college graduates would have been in sixth-grade when Of- fice 2003 was being first deployed and not much older when Facebook was founded.
For these “millennial” workers (those born between 1980 and 2000), technology is an integral part of their lifestyle. It defines their approach to problem-solving, interaction with their peers, and how they set about getting things done.
According to an Accenture study, 45% of “millennials” worldwide say they use social
6 AARP, “Leading a Multigenerational Workforce” 2007
7 Marc Prensky, Digital Natives, Digital Immigrants, MCB University Press, Vol. 9 No. 5, October 2001
networking Web sites at work regardless of whether their organization or company prohibits their use8.
Millennials are not the only demographic for whom personal networks are critical to information discovery and collaboration. According to Information Week, “Enterprise social apps will gain momentum in 2012 at companies where the objective changes from connecting to information workers to helping them find expertise beyond their Rolodexes”.9
Workers from all demographics are increasingly mobile and aspire to improve their work-life balance. According to IDC, the world's mobile worker population will grow to nearly 1.2 billion, more than 1/3 of the world's workforce by 201310
8 Accenture, Jan. 2010
9 Information Week, December 2011
10 IDC, Feb. 2010
DEVICES
PEOPLE
CLOUD
In the US, an average 2013 college graduate would have been starting kindergarten around the time Microsoft Office 97 was launched.

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Device innovation is not happening in isola- tion. It is tightly interconnected with revolutionary developments in cloud-computing.
According to IDC research, “Cloud services and enablement spending will hit $60 billion, growing at 26%. This is still less than 10% of IT spending, but with over 50% of customers ‘on the road’ to cloud, the huge strategic impact of cloud competencies is obvious”11.
The advantages of cloud computing are palpable. Unshackled from infrastructure management burdens, IT can instead take a value-added, service-driven approach – focused more on innovation than management.
For most organizations the challenge will be achieving one cohesive hybrid infrastructure versus a disconnected duality of cloud and on-premises environments.
According to Deloitte, “Cloud-based and cloud-aware integration offerings are expected to continue to evolve, and many organizations face a hybrid reality with a mix of on-premises solutions and multiple cloud offerings. The challenge becomes integration, identity management and data translation between the core and mul-
11 “IDC Predictions 2012: Competing for 2020.” IDC. December 2011
titenant public cloud offerings, and offering lightweight orchestration for processes traversing enterprise and cloud assets.”12
For IT leaders, this means partnering with vendors who offer the most cohesive and interoperable hybrid solutions.
To minimize costs and realize the maxi- mum benefit from the Cloud, an organization will need to offer a seamless end-user and IT management experience across on- premises applications and Cloud services.
IDC goes further, “IT’s role as information architect will take center stage in design and management of information flow between cloud services and in-house systems.” 8
12 “Deloitte Predicts the Top 10 Technology Trends for 2012.” Deloitte, December 8, 2011
DEVICES
PEOPLE
CLOUD
“By putting our collaboration tools into the cloud, it allows us to move from a business of managing equip- ment and data centers to managing a service”
– Zack Hicks, Chief Information Officer at Toyota North America

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A New Era of Work
With many of the device and social computing innovations breaking ground in the consumer market first, many workers are feeling more empowered by technology at home than at work.
For recent entrants to the workforce, a modern technology platform is the least they expect.
A 2011 study13 by Cisco found that three out of 10 students globally (29%) feel that once they begin working, it will be their right – more than a privilege – to be able to work remotely, with a flexible schedule.
13 Cisco, November 2011
People are on the lookout for more flexible access to the tools and information they need to get things done. They want to be more productive in otherwise down time – such as their commute, or whilst traveling.
Tablets and smartphones present such an opportunity. Frustration increases with increased awareness of the potential offered by new different devices – used in all man- ner of places – when corporate infrastructure is unable to support their use.
For many organizations, a modern technology platform is not only about improv- ing productivity and efficiency; it’s increasingly about acquisition and retention of tal- ent.
It becomes increasingly typical for people to have access to video-conferencing technology, such as Skype to communicate with colleagues, friends and family.
Their consumer email account typically of- fers in excess of 10GB of storage, with Out- look.com now offering “virtually unlimited” 14 storage.
Sharing files with friends and family is a breeze. Attachments can often be opened and edited using a web browser.
14 http://www.microsoft.com/en-us/outlook- com/compare/
“Work is becoming more meshed with our personal lives, but we do not want people to work more – we just want them to stay connected and be able to work from wherever they are.”
– Shah Nagree, Vice President of IT Operations and Store Systems, Sephora

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With consumer technology equipping users with ever more powerful devices and online services, it becomes tougher for corporate IT to keep pace.
When it’s easy to share and edit documents using consumer technology, users grow increasingly exasperated when the tools they use at work lack those capabilities.
For many, frustration turns to self- determination. People begin to start using consumer technologies for work purposes.
The “Bring your own device” (BYOD) phe- nomenon is often a direct result of people feeling better equipped by their own devices than those provided at work.
For IT the challenge is not just one of increased management, but also of security and compliance.
IT needs to ensure that sensitive information is not put at risk of ending up the public domain and that the corporate infrastructure does not have its security com- promised through the introduction of unmanaged consumer devices.
There should not need to be any compromise between security, compliance, and the effective, productive use of popular technology.
Innovation in consumer Cloud computing and devices has raised expectations and is defining the prevailing expected standard.
Easy video-chat, document sharing and ed- iting and anywhere access are features to which consumers have become accustomed.
They expect to have access to those features for work – as standard.
For many, frustration turns to self- determination. People begin to start using consumer technologies for work purposes.
“Many [employees] already have these types of capabilities at home, like chatting over video, IM or finding out when somebody’s available. Simply put, we needed to provide that same type of functionality in the workplace in order to unify thousands of employees who likely don’t know each other.”
– Zack Hicks, Chief Information Officer at Toyota North America

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Against a backdrop of device proliferation, changing work behaviors and expectations, and the increased momentum of cloud computing, Microsoft introduces the new Office – Office 365 ProPlus – with each of these factors front of mind.
THE NEW OFFICE
A MODERN, CLOUD-CONNECTED, AND HIGHLY SECURE OFFICE BUILT FOR THE NEW ERA OF WORK
“No other solution provides the rich capabilities of Office 365, including webconferencing, real-time collaboration, and document and calendar sharing.”
– Todd Kimbriel, director of E-Government, Texas Department of Information Resources

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“We believe Office 365 ProPlus helps us to enable our mobile strategy and will help our employees be more effi- cient.”
– Dr Sebastian Saxe, Chief Information Officer, Hamburg Port Authority
Users increasingly look to be able to use a range of devices to get work done.
The new Office delivers familiar Office applications optimized for all kinds of devices – from PCs and Macs to smartphones to tablets – providing access to the latest documents, email, calendar and contacts – from virtually anywhere.
The Office user interface has been modern- ized to be more engaging. It is a clean, fast and fluid experience that works with touch, pen, mouse and keyboard.
Users can log-in to their Office and enjoy a personalized experience that roams with them across their different devices.
This includes things such as custom dic- tionaries, resuming at the point they were last reading in a Word or PowerPoint document.
IT can feel confident that users will have an experience that is both familiar and exceeds their expectations. They can use many different devices to get their work done; lev- eraging IT managed and secured services, without needing to resort to the use of unmanaged, consumer products.
BEST EXPERIENCE ANYWHERE

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Where people are looking to share and collaborate more easily and effectively, they also want to be able to able to work from anywhere, unconstrained by their choice of device or location.
The new Office helps users stay connected to their business, their data and to each other. They can host and participate in more effective online meetings with mul- tiparty HD video conferencing, real-time note taking, and screen sharing.
Users can create and follow Newsfeeds, enabling them to share ideas and get answers in real-time. They can also “follow” colleagues, documents and sites to make sure they’re always current with the latest information and decisions. If an item in the Newsfeed requires attention or follow-up users can create an Outlook task directly from the Newsfeed itself.
Documents save to the Cloud by default though IT has complete control of where Office documents can be saved or accessed.
“Employees no longer have to lug a laptop home every night. Instead, they can use the latest version of Office from a tablet, a smartphone, or even their home PC and stay connected.””
– Marvin Correa, Senior Manager of Enterprise Engineering, Sephora
STAY CONNECTED
TO YOUR BUSINESS, YOUR DATA AND EACH OTHER

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Because users sign in to Office, they are able to access their roaming settings and get quick access to their documents stored in SkyDrive Pro (part of SharePoint).
They also have the option to use their computer’s local storage.
With the new deployment scenarios made available with Office 365 ProPlus, users can stream the Office application and be ready to work in minutes.
Office is designed to be user-focused more than device-focused. This enables IT to take a more user-focused approach to deliver- ing productivity services. Instead of focus- ing on managing devices and installations, IT is now able focus on managing users.
With Office 365 ProPlus each user can have up to five concurrent installs across their PCs and Macs. It means that users can use Office on their IT provisioned and managed or their personal computers. That gives them the ability to have a modern Office experience on all of their devices.
IT continues to have control over software assets – when a user leaves the organization and is de-provisioned by IT, their installations on personally-owned devices are also de-provisioned.
For IT administrators it means maintaining control over security and compliance, regardless of whether someone uses personal or home devices to access files and services.
Wherever they can connect to the internet, users can get access to their work and continue to collaborate effectively. If there is no internet connection, they can continue to work offline and synchronize their updates later. Work styles are not constrained by technology.
“We believe a cloud-based solution will not only lower our costs and ad- dress our deployment concerns, but it will also better serve the needs of our employees. We want to make it easier for them to communicate cross- company and work from anywhere and any device”
– Martin Siltanen, Head of IT Opera- tions, Midroc Europe

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In enabling users to access their data from any number of unspecified locations and devices, IT needs to ensure that the data remains secure and minimize security risks to the corporate infrastructure.
The new Office provides enterprise-grade tools to help keep data safe and secure.
When combined with Windows Server, SharePoint and Exchange, it helps monitor and protect confidential information with centrally managed compliance and data loss prevention tools.
It helps protect business communications with industry leading anti-virus, spam and phishing filters.
For many organizations, the data contained in spreadsheets can be among the most sensitive and damaging were it to be leaked.
Spreadsheets are also counted among the least well-controlled data within an organization.
SECURITY WITHOUT COMPROMISE
“Office 365 will increase efficiency and help our agencies better serve the needs of citizens without compromis- ing on security or privacy”
– Todd Kimbriel, Director of E- Government, Texas Department of Information Resources

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Inaccurate data, either through error or breakdowns in version control can lead to misinformed decision making and financial statements to be materially misstated.
Spreadsheet Inquire and Spreadsheet Compare have been introduced in Excel 2013 to deal with these concerns.
Spreadsheet Inquire inspects mission critical workbooks for errors, inconsistencies, hidden information, data dependencies, and other important aspects. Inquire includes valuable tools like workbook analysis, rela- tionship diagrams, and Spreadsheet Com- pare.
Spreadsheet Compare compares multiple versions of a workbook side-by-side to quickly gain visibility of important changes down to the cell level, including changes to workbook structure, formulas, cell values, VBA code, cell format, among other refer- ence points.
Sensitive and business-critical data is not confined to spreadsheets. A survey con- ducted by Harris Interactive in March of 2012 showed that 68 percent of companies send sensitive data via email.15
Data Loss Prevention (DLP) technology in Exchange uses deep content analysis to identify, monitor, and protect sensitive information.
DLP technology surfaces a new feature called Outlook Policy Tips that informs users of a potential policy violation before it occurs.
Policy Tips aid users to identify sensitive data in emails and educate them about related company policies. This ongoing education helps users manage data appropriately and avoid sending sensitive data to unau- thorized users.
15 Sharing Sensitive Information via Email…, 2012, TechJournal, http://www.techjournal.org/2012/03/sharing- sensitive-information-via-email-ftp-poses-enterprise- challenges/

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Users are not only expecting more from their technology, they also don’t expect to wait for it.
The rise of the “App” model, along with the availability of browser-based versions of popular applications, has meant people are increasingly becoming accustomed to software being more instantaneously available.
For IT, deployment has traditionally been time-consuming and resource intensive.
Among the most significant innovation in the new Office is the new deployment model.
The Office client installation process has been re-architected to use application virtualization technologies. The new deployment model for Office mitigates most of the challenges that enterprise customers face when evaluating the implementation of a new version of Office, including: compatibility issues, change management, software distribution, updates and the associ- ated cost impact.
These new deployment options are made possible by two key technologies: Click-to- Run and Office Side-by-Side.
When Microsoft released Office 97, customers could choose either a CD-ROM, or 45 three-and-a-half-inch floppy disks.
Today, with Click-to-Run technology, people can start using the new Office in minutes.
RUN IT THE WAY YOU WANT

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Click-to-Run is a virtualization technology that quickly installs Office 365 ProPlus over the Internet, but can also be used from in- ternal networks, local file systems, or from offline media.
Click-to-Run also enables background updates. Office updates are delivered automatically from the cloud service – the end user does not need to wait or stop working to install updates or service packs.
With Office Side-by-Side, Office 365 ProPlus can be run in co-existence with pri- or Office applications eliminating the need to uninstall previous versions on the same PC. It also respects existing customizations and automatically loads add-ins, and even Outlook data files to ensure smooth transi- tions to the newest Office programs.
Office 365 ProPlus enables fine-tuned configuration management with Active Direc- tory Group Policy from Windows Server. Managed PCs can leverage more than 2000 unique configuration and security settings.
New Telemetry features in Office also allow administrators to centrally-monitor Office performance, installed solutions or any Of- fice issues logged.
A central Telemetry Dashboard lets administrators see the health of the entire organization to quickly find issues and see exactly who is impacted.
Office Telemetry can also be used to block unwanted add-ins and Office extensions from loading. Runtime monitoring with Of- fice Telemetry is exclusive to the new Office client.
“With our staging solution and Click- to-Run in Office 365 ProPlus, we reduced the IT labor hours to test, install and update Office versions by 75 percent.”
– Stefan van Eijden, IT Infrastructure Manager, Hamburg Port Authority
“By using Click-to-Run in Office 365 ProPlus, we can deliver Office upgrades to employees faster. If they find compatibility issues, they can still be productive with Office side-by-side.”
– Martin Siltanen, Head of IT Opera- tions, Midroc Europe

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Summary
Changes in the devices people use, how they use them, where they use them and how those devices compute and consume data have fundamentally changed how we work.
Innovations in consumer technology are being introduced to the workplace by workers who are enthralled by the simplici- ty, usability and connectivity of those technologies.
IT needs to find ways to enable people to get things done with even greater ease and effectiveness than can be achieved with consumer technology.
This needs to be implemented with the security, manageability, compliance and relia- bility that is expected of enterprise technology.
The new Office presents such a solution.
The new Office is designed to be highly connected and highly secure. People can use Office to share, find and use information quickly and easily. With policies set centrally and IT managed, they can also do so safely.
Policies can determine whether information can exist in the public domain, a corporate- ly managed Office 365 cloud service or purely on-premises. These policies can be broad, or down to specific files.
The new Office introduces an entirely new deployment model. Alongside traditional packaged installations, Office can now be streamed to an end-user’s PC.
Away from their usual workstation, Click-to- run and a per-user, five device license enables the user to get access to Office in minutes.
By negating the need for traditional, packaged deployments of Office, the new Click-
Whether an organization is fully committed to the Cloud or has a predominantly on-premises strategy, the new Office presents the best productivity solution for their business.
The new Office experience is available across a range of devices, making it highly portable and – by maintaining the familiarity of Office – highly usa- ble

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to-Run streaming technology dramatically reduced an organization’s “time-to-value” or pay-back period.
With side-by-side, the new Office can be run alongside and without disturbing previous versions.
With the per-user, five device license offered with Office 365 ProPlus, organizations can significantly reduce the cost of licensing employees who use more than one device.
Assuming twenty-percent of users install Office on an additional PC or Mac, this amounts to a saving of between US$40-80 per user.
Predominantly Cloud-centric organizations can use Office 365 ProPlus in concert with other cloud services such as SharePoint, Lync and Exchange, reducing their on- premises IT infrastructure.
Organizations that need to keep their data on-premises for compliance, regulatory or other reasons can continue to do so.
While the new Office can be consumed as a Cloud service, IT has flexibility and control over the flow and storage of data – no data need move outside the corporate firewall.
The new Office sets the standard for the modern enterprise productivity experience.
“From a technical standpoint, I see Office 365 ProPlus as the smoothest upgrade I’ve done.”
– Marvin Correa, Senior Manager of Enterprise Engineering, Sephora
The rapid deployment offered by Click-to-Run means an organization can start to realize the value of Office 365 ProPlus in a much shorter timeframe.

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PowerPoint Presenter View
Fast, fluid experience
Redesigned PowerPoint Presenter View gives you more control and helps you focus on your audience
Streamlined user interface puts content first to help you stay on task
Action at your fingertips with Quick Actions, Peeks and Inline Reply
Quick Peeks give you access to your calendar, people and tasks without leaving your inbox
Inline reply lets you compose while staying in context
Improved user-experience
Summary of new features

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OneNote
Immersive “touch- first” note taking experience
Lync
Optimized for an immersive touch- first Windows 8 experience
Leverages Windows 8 snapped experience for rich multitasking

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Excel recognizes patterns and auto-completes
No formulas or macros required
Recommended charts
Excel recommends suitable charts based on your data
Take a quick peek of different charts and pick the one that works

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PDF ReFlow
Power View
Compile data, charts, and graphs into a highly interactive BI dashboard, with data exploration, visualiza- tion, and presentation
Enable Word users to use content directly from PDF files
Makes PDF content, such as paragraphs, lists and tables, act as familiar Word documents

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Windows Phone
iPhone
iPad
Android
Web Apps
Powerful, browser-based versions of Office applications
Office Mobile across platforms

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Spreadsheet Governance
Inspect mission critical workbooks for errors, inconsistencies, hidden information, data dependencies, and other important aspects.
Compare compares multiple versions of a workbook side-by-side.
Data Loss Prevention (DLP)
Contextual policy education in Outlook
Built-in templates based on common regulations and extensible templates
Scan e-mail subject, body & attachments
Organization wide, rich re- porting
Control

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2013 Version Comparison
Office Standard 2013
Office Professional Plus 2013
Office 365 ProPlus Runs locally on your PC – not in the browser or remotely   
Includes Word, PowerPoint, Excel, OneNote, and Outlook


 Includes Access, InfoPath and Lync  
Managed email folders and retention policies, compliance and archiving

 Runs side-by-side with older Office versions 
Installs quickly using Click-to-Run technology
 Software updates install silently in the background – without interruptions and controllable by IT administrators 
Install Office on up to 5 PCs or Macs + mobile platforms
 Includes upgrades to the latest Office versions in future 

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